SUPPLIERS Receipt, invoicing and payment
Prior to effecting payment of an invoice, all goods and services must be receipted in Gold Fields' ERP system. All goods to be receipted must be accompanied by a packing slip, ideally in a weather-sealed pouch and (where applicable), include all necessary documentation (e.g. Material Safety Data Sheets, etc.).
Where services are provided, all supporting documentation, i.e. contractor timesheets, job cards, payment certificates, etc. should be forwarded to the Gold Fields Supervisor overseeing the performance of the work.
Approved/signed-off supporting documentation (together with the invoice) will be used to create a service entry sheet (SES) or framework order (FO) in Gold Fields' ERP system, which then will be routed electronically to the appropriate individual for approval that the work has been completed to a satisfactory standard.
Gold Fields uses the SAP ERP system to pay its suppliers.
In submitting an invoice, suppliers must ensure that:
If an invoice does not meet the criteria above, it may be rejected and returned to the vendor outlining the reason for rejection. Rejected invoices must be corrected and resubmitted for payment.
All credit notes must reference the applicable Purchase Order number and relevant invoice number.
Provided invoices are submitted in the month in which the goods have been supplied or work has been performed, your business can expect to be paid within the agreed payment terms.
Each month, suppliers are expected to provide a statement of all invoices not paid in order for Gold Fields' Accounts Payable department to perform vendor reconciliations. This enables Gold Fields to have an overview of its outstanding liabilities.
Gold Fields strives to build good relationships with its suppliers, based on common values and sound business principles that build value, and would therefore expect of its suppliers to bring to the attention of the applicable Commercial Manager, any outstanding payments to enable the parties to find an amicable solution before the Gold Fields account with the supplier is placed on hold.